Implementation of an electronic document management system at the enterprise. Automation of document flow in the enterprise

Enterprise employees spend a lot of time searching for the necessary data (according to statistics, this takes up to 40% of working time) or recreating documents that already exist (this happens in approximately 70% of cases). A typical situation is when the source texts of contracts are kept by lawyers in in electronic format(often without change history); accounting entries for documents accompanying the execution of contracts are carried out in the accounting system; records of contracts and accompanying documents are kept in spreadsheet; accounts and acts are kept in paper form in the finance department, and current correspondence regarding contract work- in electronic mailboxes employees. With such “scattered” data and documents, it is difficult to ensure their integrity, consistency and security.

Information resource management is of particular importance for the activities of any organization. Regardless legal status or organizational forms activities, institutions are called upon to actively interact with executive and legislative authorities, structures involved in regulating the economy. All this, in turn, gives rise to a specific workflow.

Thus, Met-Info LLC acutely feels the need to organize effective management information resources and take active steps to use computer technology in the field of document flow management (and information in a broad sense).

Unfortunately, the application computer programs in Met-Info LLC with documentation in a number of cases is not accompanied by a structural restructuring of the work with documentation, i.e. documents are compiled manually by some of the information users.

Therefore, it is recommended to provide access to the general accounting database of Met-Info LLC for all users of accounting documentation, that is, to ensure direct entry of information at the point of receipt of external documents, such as receipt of materials, transfer of products to the warehouse - in the workshop of the enterprise, the HR department will organize entering data on employment and dismissal directly into the accounting system.

All this will provide the following benefits: increasing the reliability of information; reduction of manual labor.

An electronic document management system (EDMS) or EDMS (Electronic Document Management Systems) is a system for automating work with documents throughout their entire life cycle (creation, modification, storage, search, classification, etc.), as well as interaction processes between employees. In this case, documents primarily mean unstructured documents (Word, Excel files, etc.). As a rule, an EDMS includes an electronic archive of documents and a business process automation system.

Effective document management based on EDMS is based on three components of the system:

- technology (based on modern computer systems).
- corporate rules for the creation and use of information resources (and their consolidation in administrative documents).
- psychology of users and their training (individual if necessary).

In document management systems, registration of normative documents, administrative documents (orders, instructions), correspondence with authorities, institutions, credit organizations, other institutions and enterprises, as well as citizens. In addition, the EDMS works with internal official correspondence and draft organizational and administrative documents created by structural institutions.

The EDMS provides control over the movement and execution of documents, contains complete information about the instructions given by management and the actions of performers. An important element of the EDMS is a system of formal and semantic links to interrelated documents and instructions. A search in the EDMS, in addition to traditional office details, is based on a system of classifiers (including thematic ones) that allow contextual selection of documents.

The procedure for maintaining classifiers is strictly regulated. Some directories are compiled by specialists conducting registration (for example, a classifier of correspondent organizations). Making changes to the rest is the prerogative of the administrator; in addition, the administrator constantly monitors new classifier positions and, if necessary, adjusts them. Thus, possible duplication of directory positions is eliminated, and errors in document registration are eliminated. The efficiency of the system can only be ensured by regular training of users and “soft” control over their actions in the system (correction of errors, compliance with the requirements for filling out mandatory information details, etc.).

The creation of an EDMS is also associated with a change in the role of the service documentation support: uniform technological requirements for organizing document flow using EDMS are determined, establishes a system of “administrative frameworks” for working with documents, which in fact is the methodological basis for organizing work with information.

In general, the establishment of a clear procedure for using the system and rules for working with information is one of the main factors that ensured the successful implementation of the EDMS and its full use.

The goals of implementing an electronic document management system are: automation of office work, automation of document flows, automation of control over the execution of documents and orders, increasing executive discipline, putting things in order in working with documents, reducing time for operations with documents, transition to paperless technologies.

Thus, it is possible to determine the effectiveness of using an electronic document management system (EDMS) in the narrow sense for individual industries and users.

Let's take a closer look at cost savings on labor costs for EDMS users.

Calculation of conditional annual savings in labor costs j-th qualification With j, when the complexity of the processes of preparing and processing information changes as a result of the introduction of EDMS, is determined by the formula:

C j = C zpj (Q 1 - Q 2) A 2 / Ф j,

where C salary is the annual wage fund employee j qualifications involved in data preparation and processing, rub.; Q 1 , Q 2 - labor intensity of preparing and processing a data unit in the basic and new versions of the software product, person/hour; A 2 - annual volume of work on preparing and processing data in a new version of the software product, natural units; F j is the annual working time of one employee of the jth qualification, engaged in the preparation and processing of data, hours.

Let's calculate labor cost savings personnel worker having a salary of 5787 rubles. Consequently, the manager’s annual salary fund is RUB 69,444. Considering that with a five-day working week, the number of working days is 249, the annual working time will be 1992 hours.

The labor intensity of preparing and processing documents with the previous method of work and in the EDMS system is 25 [person/hour] and 20 [person/hour], respectively. The annual volume of work on preparing and processing data in the EDMS (in physical units) is? 80 documents.

Thus, we get savings in managerial labor costs:

C = 69,444 · (25 - 20) · 80 / 1992 = 13,944.58 rubles,

which is 20% of the annual wage fund of a personnel employee engaged in the preparation and processing of documents in automated system document flow.

In a modern organization, electronic document management systems (EDMS) are becoming an essential element of the IT infrastructure. With their help, commercial companies increase the efficiency of their activities and industrial enterprises, and in government agencies, on the basis of electronic document management technologies, the tasks of internal management, interdepartmental interaction and interaction with the population are solved. The generally accepted abbreviation is EDMS, although SAD (office automation system), EDMS (electronic document management system) and SADO (document automation system) are also used along with it.

Electronic document management system (EDMS) is an organizational and technical system that ensures the process of creating, access control and distribution of electronic documents in computer networks, as well as providing control over the flow of documents in the organization.

Initially, systems of this class were considered only as a tool for automating classical office work tasks, but over time they began to cover an increasingly wider range of tasks. Today, EDMS developers focus their products on working not only with correspondence and ORD (organizational and administrative documents), but also with various internal documents (contracts, regulatory, reference and project documentation, documents on personnel activities, etc.). EDMS are also used to solve applied problems in which an important component is working with electronic documents: managing interactions with clients, processing citizens' requests, automating the work of a service department, organizing project document flow, etc. In fact, an electronic document flow system is any information system that provides work with electronic documents.

In recent years, the EDMS market has been one of the most dynamically developing segments of the domestic IT industry. In 2009, according to IDC, against the background of an almost 50% reduction in the volume of the overall market software in Russia, this segment has shown high stability. Its decline according to data for 2009 amounted to no more than 20-25%. In numerical terms, the volume of the EDMS market today, according to CNews Analytics, is about 220-250 million dollars.

Consumers of electronic document management technologies are organizations of different sizes and specific activities. Traditionally, the key consumer of EDMS remains the public sector. According to experts, about 30% of projects to implement electronic document management technologies are carried out by government agencies. It is important that it was the interest on the part of the state that became the basis for the stability of the EDMS market, which, even during the crisis, received a significant impetus for development. Electronic document management was named a key element of the “electronic government” concept, the implementation of which should help eliminate bureaucratic obstacles in the interaction of the state, population and business, as well as reduce corruption. As a feature of the implementation of projects in the bodies state power and large government institutions, it is worth noting the increased requirements for information security. It's about on the construction (development) of secure electronic document management systems based on replicated software products.

Basic concepts and principles

Document flow is the movement of documents in an organization from the moment of their creation or receipt until completion of execution or dispatch; complex of work with documents: reception, registration, distribution, control of execution, formation of files, storage and reuse of documentation, reference work.

Electronic document management (EDF) is a unified mechanism for working with documents submitted in electronic form, with the implementation of the concept of “paperless office work”.

A machine-readable document is a document suitable for automatic reading of the information contained in it, recorded on magnetic, optical and other storage media.

An electronic document (ED) is a document created using computer information processing tools, which can be signed with an electronic signature (ES) and saved on computer media in the form of a file of the appropriate format.

An electronic signature (ES) is an analogue of a handwritten signature, which is a means of protecting information that provides the ability to control the integrity and confirm the authenticity of electronic documents.

Basic principles of electronic document management:

· Single registration of a document, allowing you to uniquely identify the document.

· Possibility of parallel execution of operations, allowing to reduce the time of movement of documents and increase the efficiency of their execution

· Continuity of document movement, allowing to identify the person responsible for the execution of the document (task) at each moment in the life of the document (process).

· A unified (or coordinated distributed) database of document information, which eliminates the possibility of duplicating documents.

· An effectively organized document search system that allows you to find a document with minimal information about it.

· A developed reporting system for various statuses and attributes of documents, allowing you to control the movement of documents through document flow processes and accept management decisions, based on data from reports.

History of the development of electronic document management systems

Electronic document management systems, having appeared relatively recently, have now firmly taken their place in information structure enterprises. Initially, their task included exclusively simple automation of document flow, that is, assistance to clerks, but in no way replacing the document flows circulating in the enterprise.

Much changed when EDMS manufacturers began not only to copy enterprise processes that ensure the movement of paper documents, but to take into account the tasks facing both these processes in particular and the entire document flow in general.

The understanding that the document flow of an enterprise is intended to support its management system did not come to the EDMS immediately. Moreover, many modern federal and municipal authorities and currently they use the simplest EDMS, the tasks of which only include duplicating paper document flow, but not replacing it or optimizing and supporting the management structure.

Dividing chronologically the stages of the evolution of electronic document management systems, it is worth highlighting the first of them, which began in the 80s of the 20th century and continued virtually until its end. This period is characterized by fragmented solutions, which appeared due to the fact that enterprises whose management already understood the need to automate document flow did not yet have the unified tools necessary to solve problems of this kind.

Let's consider the reasons that initially led to the need to automate document flows. In the last quarter of the twentieth century, the volume of management documentation of enterprises had not yet reached critical levels, however, the existing territorial fragmentation of structural units led to the fact that approval procedures by managers at various levels could take weeks and in some cases even months. The introduction of ring mail services at such enterprises made it possible to optimize only sequential coordination mechanisms, while fan-based, or as it is now called, parallel coordination, required a very large amount of time, as a result of which its use was reduced to a minimum and, if possible, used exclusively within the same building.

When in many large industrial enterprises and government bodies the volume of document flow began to approach critical values, it became clear that the document flow processes needed to be subjected to radical reengineering, that is, restructuring, as a result of which, while maintaining the general requirements for the results of the processes, the processes themselves had to be optimized and , as a result, their passage should have taken significantly less time.

Thus, the first EDMS were completely individualized, developed directly at the enterprises for which they were created using internal resources. The obvious advantages of this approach (clear compliance of the constructed EDMS with the actual regulated document flow processes, overall integration into the organization’s information infrastructure) were more than offset by one fundamental drawback: such a system, developed in the organization itself, was usually non-scalable, and it was almost impossible to change the structure of the automated processes, which made it impossible to develop such a system. And since the EDMS obtained in this way was inextricably linked with the management model of the organization, there came a moment when the development of the company completely stopped due to the fact that the electronic document management system used itself slowed down what it was supposed to improve: the effectiveness of the management system adopted in the organization began to quickly fall and the company was forced to make efforts to create an adequate EDS that could support management and make the company's development more efficient.

Several companies created in the mid-90s simultaneously took on the solution to these problems: they began to create universal EDMS that easily scaled to the needs of almost any customers, and the technology for creating the final EDMS solution became a two-stage process: at the first stage, the company created a unified core EDMS, at the second stage there was implementation - adjustment of processes to the needs of a specific customer. This approach made it possible to reduce the cost of final solutions, and being at the same time much more functional, it provided opportunities for organizational and functional scaling of the system.

Since the end of the 20th century, the approach to automation of document flow began to change qualitatively: new approaches to management came to Russia, which made it possible to increase its efficiency methodologically. This is how the concept of quality management came to us, and with it the process approach to management. Information Systems reacted almost immediately to these trends, and as a result they came up with the concept WorkFlow - work flows, which were single instances of document-oriented business processes. Modern EDMS responded to their emergence with the implementation of process-oriented engines (WorkFlow-engines), which simultaneously became a new methodological step that allows modern EDMS to adapt even faster and more efficiently to the needs of fast-growing companies. The arrival of Western developers (IBM Lotus, Documentum) to the Russian market, who produced platforms for these systems, introduced the concept of ECM - enterprise content management. Methodologically, EDMS belonging to the ECM category differed from the rest in that a clear division appeared in them: the document itself, its information component (content). The ECM system worked with document content through its metadata - selected information that has a certain importance for the organization. Thus, for an outgoing letter, the metadata could be the addressee, date of signing and official signatory, registration number and information about departure and delivery.

The use of workflow allowed the specialists of companies operating electronic document management systems to ensure continuous changes in the automated process in order to ensure its maximum compliance with the processes of the enterprise. Of course, this was a huge leap forward.

The architecture of solutions also changed: if initially the EDMS was an example of a two-tier architecture (DBMS - application), then by 2005 the requirement of a three-tier architecture of the DBMS - application server - user interface became the de facto industry standard, and organizations conducting tenders for the supply of EDMS indicate exactly this requirement for the system architecture as preferable or mandatory.

The favorable economic situation of this time contributed to the rapid growth of enterprises in all industries, while simultaneously creating favorable conditions for introducing new EDMS product solutions to the market. At this time, a circle of EDMS manufacturers operating in the Russian market and markets of neighboring countries was finally formed.

Modern EDMS functionality

Corporate information systems and electronic document management systems in particular are solutions primarily intended for managing information resources of medium and large enterprises. The main reasons for this stratification are, first of all, sufficient high price“entrance ticket” to this market. Acquisition of a complete, high-quality and secure database management system (DBMS), provision of it modern means cryptographic information protection, as well as the need to attract highly qualified personnel of analysts, consultants and implementers to implementation projects, led to the fact that the company, which came to the need to obtain such a powerful corporate content management tool as an EDMS, was forced to simultaneously incur quite large financial costs, which were not could afford individual entrepreneurs and small businesses. Thus, EDMS became tools for improving management specifically in large companies, and geographically distributed ones could ensure the maximum return from implementation commercial structures holding type.

The development of EDMS functionality led to the fact that more and more document-oriented management procedures were automated and more and more areas of the daily activities of companies were covered by their functionality.

To date, the actual standard of modern EDMS are the following areas of activity:

· general office work - processing incoming correspondence and requests from citizens, preparing outgoing letters and documents, internal and organizational documentation, monitoring the execution of orders;

· HR records management is a strictly regulated area of private document flow, which makes it possible to support procedures for hiring and dismissing employees, sending employees on business trips, providing planned vacations and other types of vacations. Such systems ensure the maintenance of all approved forms of personnel records: an order for hiring an employee (form T-1), an order for termination employment contract(form T-8, T-8a), order to transfer the employee to another job (form T-5), personal card of the employee (form T-2, T-2GS, T-2MS), staffing table (form . T-3), vacation schedule (form T-7);

· archival records management is an area of private records management that completes life cycle documents of the organization and supporting the following procedures: formation of inventories according to approved forms, transfer of files for archival storage, examination of the value of documents and files in general, destruction of documents and files that are no longer valuable for the organization, its employees, the state and society, delivery of individual files to storage in the structures of the federal archival agency (Rosarchive);

· collegial work - allows you to automate document support for the activities of collegial management bodies - meetings, meetings, boards of directors, shareholder meetings. It also allows for the preparation, coordination and approval of agendas (planning documentation) and protocols (resulting documentation);

· customer relationship management - CRM (customer relationship management) functionality is now implemented to one degree or another in all EDMS, excluding the oldest ones, for whose users, however, such functionality is not particularly in demand.

Characteristics of the Russian EDMS market

The Russian market for electronic document management systems in monetary terms is currently estimated by experts at $170 million and is characterized by high growth rates - from 25 to 40 percent per year, according to various estimates. This makes it very attractive, including for powerful foreign companies, so the situation in the industry can easily change. Of course, on the one hand, in an unsaturated market, all suppliers, having shown sufficient activity, in principle have great opportunities for development. But, on the other hand, we can now say that the pool of main players has practically formed.

Until now, foreign and Russian developers have divided the market approximately equally in monetary terms, but in terms of the number of implementations the ratio is clearly not in favor of foreign developments. Due to the high cost of licensing foreign programs, as well as expensive and labor-intensive adaptation to the requirements of Russian standards, they are used mainly in large companies and government agencies, for which the issue of price was not so pressing. SMB enterprises are more inclined to use domestic developments because of their flexibility and low cost, and the situation here is unlikely to change. However, large companies are increasingly turning to Russian EDMS. The further, the larger part of the market will likely be conquered by domestic systems: every year they become more and more functional, significantly less expensive to implement and, what is very important, are developed specifically for Russian realities.

Foreign developers of platforms and solutions account for more than 50% of the EDMS market. The largest share of the EDMS market (about a third) is occupied by solutions based on the Documentum platform. The companies that took part in the study, developing their systems based on the IBM Lotus Domino / Notes platform (BOSS-Referent, STC IRM, Interprokom Lan, InterTrust Company, ComputerAge), own 12–15% of the market. Among Russian companies, significant positions in the market are occupied by: EOS, Lanit, Directum and Cognitive Technologies. The share of the system developed by each of these companies accounts for more than 5% of the EDMS market. Upscale Soft, Docsvision and Naumen also have fairly strong positions. The EDMS does not take into account other solutions created on the basis of IBM platforms used for the development of ECM solutions (Lotus Notes, Content Manager, etc.), as well as solutions on platforms for the development of ECM applications Microsoft companies and Oracle and solutions from Russian developers who did not take part in the CNA study. Specified segment Russian market EDMS is estimated by experts at $45-55 million. However, given that IBM platforms used to create electronic document management systems are widely represented in Russia, the share of solutions based on IBM technologies may turn out to be significantly higher than the total share of companies surveyed by CNA, including due to own developments. In general, three main areas of market growth can be identified, for which new and existing players can compete. Firstly, we can expect an increase in demand from government agencies after the development of the appropriate regulatory framework. Since the public sector is the dominant consumer of electronic information systems in Russia, accounting for about 40% of the market, much depends on what path the state chooses when creating a developed interdepartmental information exchange structure. Secondly, large commercial structures, which have been actively using EDMS for quite a long time, but only in some divisions, are striving to unite distributed branches into a single information space and extend successful practice to the enterprise as a whole. And thirdly, medium and small businesses have been introducing more and more systems to improve the efficiency of organizing work processes over the past two or three years and have already realized the benefits this provides.

The market volume of electronic document management systems (EDMS) in Russia in 2008 was, according to preliminary estimates from CNews Analytics, about $210 million. The largest customer of EDMS in Russia remains the public sector, and hopes for further growth are also associated with government initiatives. Hopes for further development are still associated with the public sector, banks, telecoms and oil and gas, which initially “raised” this market in Russia. When assessing the size of the EDMS market in Russia, CNews Analytics experts, as well as respondents - development companies and integrators - take into account the cost of system components, consulting services, implementation and updating of the system, as well as training and technical support. If, according to the 2007 survey, the share of implementation services was approximately equal to the cost of the system (about 36%), then in 2008 respondents indicated that the share of implementation had increased slightly - 40% versus 35% (system cost). This change was partly due to the rapid growth of the domestic IT services sector as a whole, against the backdrop of which the cost of consultant work was noticeably and rapidly increasing. With the onset of crisis changes in the country, customers eagerly anticipated that prices for these services would soon fall. However, in fact, a sharp reduction in the cost of professional IT services has not yet occurred, despite the fact that this market is the first to fall into the risk zone.

Rice. 1. Cost structure for the implementation of EDMS.

Review of modern electronic document management systems

Let's look at the eight most common EDMS in Russia: Directum (Directum), DocsVision (DocsVision), Globus Professional (Prominfosystems), PayDox (Paybot), 1C: Document Flow (1C), Boss-Referent (BOSS - Referent, IT Co. Group), DELO ( EOS), EUFRATES (Cognitive Technologies). The presented view of EDMS is an attempt to assess the capabilities and readiness of software products to solve current problems of organizing electronic document management in an enterprise.

The criteria highlighted in the review will help analyze the capabilities of the solutions under consideration from the point of view of the technical implementation of certain EDMS tasks. All capabilities are divided into seven automation areas:

Office work;

General document flow;

Contract management;

Electronic archive;

Work with citizens' appeals;

Project management;

Working with QMS documentation.

Table 1 provides a number of obvious criteria inherent in all systems under consideration (and all systems of the EDMS class, in principle), and criteria that allow us to distinguish solutions from each other. Generally, functionality systems coincide, and only a detailed breakdown of some of the fundamental tasks of document flow and the features of their implementation make it possible to compare different solutions. It is worth noting that for all the systems presented in the review there is quite a lot of implementation practice. These systems are used by hundreds of organizations to automate document flow. In addition to these solutions, there are more than 50 software products on the market that are not widely used.

If we analyze new versions of systems that occupy leading positions on the market, it is worth noting that over the past three years their development has been aimed mainly at improving service capabilities, since the basic capabilities in one form or another have already been implemented earlier. If we talk about new technical capabilities, we can note the potential for the development of EDMS towards managing various types of content (multimedia), the use of auto-processing technologies and parsing document content. But so far such functionality is not mandatory for EDMS, and most importantly, the demand for it in Russia has not yet fully formed.

Table 1. General characteristics most popular EDMS

Let us consider the presented EDMS according to a ratio that is understandable to everyone« price / functionality" [ 12]:

Rice. 2. “Optimal price/functionality” of EDMS (diagram Gartner)

This diagram is built on the principle of the “magic quadrant” Gartner ", in which systems located in I quadrant. In II and IV quadrants of the diagram contain systems that do not have balanced indicators prices and functionality.

The criterion chosen for the study allows us to evaluate various EDMS from the point of view of their readiness to solve real problems of electronic document management on modern enterprise. The group of leaders included systems Directum, DocsVision and EUPHRATES. The remaining systems are located in II and IV quadrants.

Legal regulation and standards in the field of EDMS

Today, the activities of EDMS developers are practically not regulated. Developing software products and when implementing implementation projects, developers and suppliers, to one degree or another, are guided by the following regulatory and legal documents:

GOST R 51141-98. Record keeping and archiving. Terms and definitions (approved by Decree of the State Standard of the Russian Federation dated February 27, 1998 No. 28);

Federal Law of January 10, 2002 No. 1-FZ “On Electronic Digital Signature” (as amended on November 8, 2007);

GOST R 6.30-2003. Unified system of organizational and administrative documentation. Requirements for the preparation of documents (approved by Resolution of the State Standard of the Russian Federation dated March 3, 2003 N 65-st);

Decree of the Government of the Russian Federation of September 22, 2009 No. 754 “On approval of the Regulations on the system of interdepartmental electronic document management”;

Federal Law of July 27, 2006 No. 149-FZ “On information, information technologies and information protection.”

When implementing projects to implement an EDMS, in the case of working with personal data, it is necessary to be guided by the requirements of Federal Laws dated July 27, 2006 N 152-FZ “On Personal Data” and dated December 27, 2009 N 363-FZ “On Amendments to Articles 19 and 25 of the Federal Law “On Personal Data”.

Since GOSTs are advisory in nature, the developers include maximum flexibility in their solutions so that, depending on the customer, it is possible to implement various schemes for working with documents on the basis of the system. Often, the architecture and logic of the system must provide different and, at times, opposing approaches to document automation. The lack of generally accepted standards is a problem not only for developers, but also for customers, since choosing requirements for an EDMS becomes too subjective a task. Rules and regulations for working with documents may differ from enterprise to enterprise, not only within the same industry, but even within the same group of companies. And although in general the complex of tasks of electronic document management is quite clear, the methods of their implementation vary greatly. It turns out that one of the main requirements for developers of a modern EDMS is to offer a solution that is adequate in price, quality and implementation time, regardless of the specifics of the customer’s work (in other words, satisfying any specifics).

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17. EDMS (Software technologies)

http://www.tadviser.ru/index.php/%D0%A1%D1%82%D0%B0%D1%82%D1%8C%D1%8F:%D0%A1%D0%AD%D0% 94_(%D0%9F%D1%80%D0%BE%D0%B3%D1%80%D0%B0%D0%BC%D0%BC%D0%BD%D1%8B%D0%B5_%D1%82 %D0%B5%D1%85%D0%BD%D0%BE%D0%BB%D0%BE%D0%B3%D0%B8%D0%B8)

18. Kuznetsova, T.V. Office work (documentation support for management) - M.: Intel-Sintez, 2002.

19. Michael J. D. Sutton. Document Management for the Enterprise: Principles, Techniques, and Applications, 1996

20. Larry Bielawski, Jim Boyle. Electronic document management systems - Prentice Hall PTR, 1997

The work of the EDMS is built around one basic concept - document. It is the document that is the “unit of information” in the EDMS. The document flow system provides fundamental operations with documents:

storage
audit
movement of documents among performers in the organization
execution of business processes to which these documents relate

In an organization where EDI has been implemented and a document management system is used, the document is also a basic management tool. There are not just decisions, instructions or orders here - there are documents containing these same orders, decisions, instructions, etc., that is, all management in the organization is carried out through documents. As a result, many tasks performed by employees are also tied to documents.

Any document in the document management system is supplied with a “card”, similar, for example, to a library card. The composition of information about a document (document attributes, card fields) is determined by the type and type of document, their availability for viewing and editing is determined by access rights to the document and its state within the business process.
Any document can have one or more attached files - these can be either drafts of new documents or scanned images of existing ones.
Any document can be linked to other documents, which ensures the integrity of the organization’s information field.
Any document can be found by its attributes or, if such functionality is available, by the occurrence of text in attached files (full-text search).

Thus, organizing document flow in an enterprise using an EDMS provides everything necessary for timely decision-making, response to situations and orderly stable work:

categorization of documents by types and types
supplying each type or type of document with any necessary attributes
specified business processes for document processing
mechanisms for managing tasks and monitoring their implementation
reliable document storage with attribute and full-text search capabilities

It is worth noting that various EDMS interact with each other within the framework unified system interdepartmental electronic document management (EDF) and a unified system of interdepartmental electronic interaction (SMEI). MEDO participants are the Administration of the President of the Russian Federation, the Government of the Russian Federation, Federal executive authorities, as well as others government bodies. The main principle of MEDO is the integration of participants and transport system, providing secure exchange of electronic messages.

Introduction of electronic document management. Why the development and implementation of an EDMS is needed. If we approach the idea of implementing electronic document management (EDF) in an organization from the usual perspective, then the following questions arise:

What will we get from implementing EDI?
What's wrong with working with paper?
What is the economic effect of introducing EDI?
How soon will this investment pay off?

Let's try to answer these questions. First, we’ll simply describe what changes the implementation of an EDMS will bring to an enterprise:

document processing processes may partially change and become more stringent
the number of paper documents will be reduced
completing tasks will become clearer and more manageable
reports on work with documents and performance discipline can be received promptly at any time
employees working with documents will have to be trained to perform all actions electronically

Looking at this list, you might think that this is not a list of changes, but a list of benefits. Yes, in this case, these things are certainly close (otherwise what’s the point of doing such an implementation?), but upon careful consideration, behind each of the points there is also some limitation or new requirement. You just need to be prepared for this when planning to implement EDI, and in addition, adapting the EDMS to the needs of the customer allows you to automate document flow with minimal restrictions.

Now about the benefits. The main benefit of implementing EDI is an increase in the efficiency of the organization (here by efficiency we mean the ratio of the achieved result to the costs of achieving it - the formula in this context is more speculative than mathematical). Based on this understanding, there are two ways to increase the efficiency of an organization: reducing costs and/or increasing results. As a rule, EDMS allows you to implement both options. Figuratively speaking, the implementation of electronic document management using a suitable EDMS gives the organization the opportunity to spend less and earn more. As a rule, EDMS allows you to implement both options. Figuratively speaking, the implementation of electronic document management using a suitable EDMS gives the organization the opportunity to spend less and earn more.

Let's look at the possibilities first cost reduction:

Reduce paper costs
Reducing unproductive costs of employee working time
Accelerating information flows

Now about results:

Increasing the manageability of the organization due to the orderliness and transparency of document flows
Increasing the speed and quality of decision making
Increasing the level of executive discipline and work efficiency of employees, work groups, and the organization as a whole

And finally, examples of questions that are not so obvious, but must definitely be considered within the framework of the topic of organizing electronic document management:

How much can a draft contract not agreed on on time cost your organization?
What damage can a late invoice cause?
How many documents could not have been revised several times if there had been greater transparency in setting and executing tasks?

Organization of electronic document management from various points of view

Leaders:

promptly obtaining the information necessary to make a decision
operational control of performance discipline

Secretaries, assistants and assistants:

quick document search
high accuracy of document search
facilitating control of performance discipline
simplifying the preparation of all kinds of events and activities
acceleration of preparation, coordination and approval of final documents

Financial and accounting services:

increasing the speed of document movement, for example, from branches to the parent organization
reducing the risk of document loss
saving time when selecting documents for reconciliation of calculations or inspections by supervisory authorities

Legal service:

reducing the labor intensity of document preparation
effective control of deadlines
quick search for necessary regulatory documents

Problems solved by automation of document flow.
Corporate document flow

Registration of incoming correspondence (primary, repeated documents, responses to requests from legal entities, orders, instructions, letters from higher organizations, memos addressed to the head from structural divisions)
Registration of outgoing correspondence (responses to incoming documents, requests, notifications, outgoing memos from structural units addressed to the manager)
Working with such types of documents as: orders, instructions, contracts, internal regulations, financial documents, office notes, statements, protocols and applications, etc. the management of which is automated from the moment of initiation and creation of a draft document to the moment of execution, including the process of coordination and approval
Up-to-date information on the progress of work with the document (document statuses, event history)
Control of performance discipline
Formation, presentation on the screen and printing of output forms in the form of cards, certificates, reports, protocols
Searching for documents based on the values of the corresponding attributes
A set of functions to support work with organizational and administrative documents
Different kinds statistical reporting
Transparent mechanism of substituents
Working with document templates
"Subscription" to documents
Differentiation of access rights to documents
The ability to build an access matrix to documents and system functions based on the organization’s staffing structure
Secure document storage in structured storage
Possibility of integration with a similar electronic document management system, thanks to the use of the Alfresco EDMS platform for software development, or with electronic document management systems third party organizations, which allows you to create a unified information and documentation space in the organization and automate business processes covering all departments of the organization.

The well-established organization of document flow raises the activity of an enterprise to a qualitatively different level, and for some enterprises, the development of an EDMS is the only opportunity to successfully function in a competitive environment. Thus, document flow acquires such a concept as “corporate” EDI.

The most significant issues for the domestic EDMS community:

·Current needs of customers: what they expect from EDMS today and tomorrow, what IT offers now.

·The state as a regulator of the development of electronic document management: where the Russian information society is heading.

·Automation of business processes: new capabilities of ECM systems.

· Modern tendencies development of ECM systems: mobility, BYOD, virtualization, electronic signature, data centers, cloud technologies, portal solutions and other technological innovations.

·Risks when working with electronic documents: ensuring security.

·Electronic document management and working with personal data: how to comply with legal requirements.

We study the basics of building an optimal document flow system, provide examples and step-by-step algorithm building a document turnover schedule.

From the article you will learn:

Document flow diagram at the enterprise

Centralized

This form is suitable for organizations with strict hierarchical structure management, adhering to the principle of linear distribution of functions (unity of command). A centralized form of paper circulation presupposes the presence of organizational structure a company with a specialized division responsible for working with all documentation.

Decentralized

This form is suitable for organizations in which the powers of departments are clearly divided according to the principle of operational autonomy.

The decentralized form of document circulation assumes the presence in each structural unit own department, responsible for working with documentation.

Mixed

With this form of turnover, the leading role in working with documentation is given to the central service of the preschool educational institution, but some of the procedures are delegated to special services created within each structural unit companies.

Example of a document flow diagram

The route scheme for the movement of documents is the basic principle of the business paper circulation system. In this scheme, each document stream is assigned general signs, authorities are prescribed and mandatory procedures are determined.

This diagram indicates:

performers (i.e. units involved in processing of this stream);
route (i.e. the order of the performers);
the presence of reverse movements (does the document go to the same executor several times);
the nature of the operations carried out by each specific performer).

An example of an organization's document flow diagram is presented in Fig. 1:

Figure 1. Document flow diagram of the enterprise

Read also:

Types of document flows

The movement of data in a certain direction, organized within a closed system of document circulation, is called document flow. The source and receiver of the data remain the same.

The classification of document flows is carried out on the basis of their relationship to the control object and in the direction of movement.

First classification

horizontal flows (occur between departments of the same level);
vertical flows (occur between departments at different levels);
ascending (papers from subordinate structures move to management ones);
downward (documents from management structures move to subordinates).

Second classification

the incoming flow is formed by papers coming from external sources;
the outgoing flow consists of documents sent from the organization;
internal flow is formed by papers circulating within the organization.

Stages of document flow in an organization

Development and implementation of the scheme document flow of the organization involves combining the entire variety of procedures into a number of basic stages:

Forwarding processing. At this stage, incoming correspondence is received, checked, distributed to addresses and submitted to the manager for review.

Preliminary review. At this stage preschool educational institution service reviews and classifies papers by type, importance, complexity, author status, etc.

Direction to management. At this stage, resolutions are passed and administrative decisions are made.

Treatment. At this stage, the documents are executed and sent for storage.

The basic principle of all stages is rational movement, i.e. stream optimization, merging and reduction. For this purpose, special technological instructions are created, the main purpose of which is to determine the most effective order of procedures and develop optimal route schemes.

How to create a document flow chart

The best option for graphically displaying all stages of document processing is a diagram. Each type of work is carefully analyzed, and the result of this analysis is the development of a flowchart that visualizes the entire process.

The sequence of actions necessary to solve the problem is presented graphically.

There is no unified schedule scheme. Each enterprise needs to develop it independently. The larger the enterprise, the more types of activities it has, the more detailed the schedule should be.

Stage two.

We appoint those responsible for paperwork

WITH primary documentation This is quite simple to do - the one who compiles it is responsible for the design. For other papers, such a person will have to be appointed. If this is not done, then if the document is lost or the deadline for its submission is missed, there will be no one to ask.

Stage three.

We set deadlines.

The deadline within which the responsible employee must submit the document is the most important part of the entire schedule. The deadline can be set in months or days elapsed from the date of execution of the paper.

Stage four.

Choosing a design

As mentioned above, a convenient way to design a graph is a flowchart. But it can be formatted both as text and as a table. The text form is suitable for a small organization; for a larger organization, a table will be more convenient. The main principle is that your diagram should be easy to read for employees responsible for document circulation.

We’ll tell you how to implement an electronic document management system in a company on your own in 10 steps.

Download useful documents:

Why do you need an electronic document management system?

There is probably not a single company left that does not use computers and local networks. Therefore, the terms EDI and electronic document management will sooner or later begin to be mentioned in conversations about the immediate plans of even small organizations.

Electronic document management in short is the transfer of an organization’s document flows into digital electronic form, the automation of all document processing processes.

What advantages does the implementation and maintenance of electronic document management with the help of specialized software - an electronic document management system (EDMS) - give a company?

Labor efficiency and, as a result, productivity increases. Automated search for any request can significantly reduce the processing time of documents and ensure control of the timeliness of their execution.
Employees get instant access to any document created and registered in the system. It becomes possible to quickly make corrections; access to documents can be limited by executor.
The influence of the “human factor” is minimized and errors associated with it are eliminated.
Costs are reduced by increasing labor efficiency, and costs for office equipment and consumables are reduced.
Interactions both between individual performers and between company departments are improved. The exchange of information and the passage of management signals are accelerated.
The time for creating, agreeing and approving documentation is reduced by providing collective access and monitoring the timing of each stage.
The costs of organizing archival storage of documents are reduced.
The degree of protection of documentation from loss and damage, and from unauthorized access is increased.

Since everyone who is in one way or another connected with office work is familiar with the concepts of “electronic document, electronic document management,” there is no need to convince anyone of the need to implement an electronic document management system. But many companies still believe that it is complicated and expensive. But, meanwhile, it is quite possible to implement it using the organization itself, which will significantly reduce costs.

Electronic document management system (EDF): stages of implementation

The algorithm for implementing an electronic document management system consists of 10 steps.

Step 1. Decide on the goals and objectives of automation. Analyze the problems of document management at the enterprise, consider whether they can be solved through electronic document management.

Step 2. Conduct a pre-project survey. Study the specifics of record keeping in your company, for this:

conduct an audit of document flows between performers and structural divisions;
analyze current regulations to optimize document flows, trace the routes of internal and external documents;
study the process of creation, coordination and approval of all types of internal documents formed in the company;
inspect the procedure for registering and processing incoming and outgoing correspondence;
Assess the extent to which the company’s record keeping complies with the norms and requirements of industry standards and the legislation of the Russian Federation;
study the procedure for creating files, requirements for their current storage and transfer for storage to the organization’s archive;
think about which business processes need to be automated;
analyze the data obtained and formulate the technical requirements that the electronic document management system must meet.

Scheme. Operations on internal documents

Step 3. Conduct an audit of the company's existing paperwork processes before switching to electronic document flow. It is necessary to systematize and streamline work with document flows, and optimize the entire office management system in the company. Develop regulations for processing documents, draw up instructions in which to establish areas of responsibility between performers, and specify the procedure for interaction between them. Make amendments and additions to local regulations, job descriptions. Together with the IT service, think through security issues and access control. Follow the requirements of the standardization system for document management set out in GOST R ISO 15489-1-2007.

Step 4. Draw up a diagram of the document management process, write down document flow routes, the order and priority of execution, coordination and approval of documentation. Provide the possibility of simultaneous access and collaboration with the document for all executors. Compose technical task taking into account specific wishes and requirements.

Step 5. Study modern EDMS, think about what changes and additions can be made to the standard configuration, taking into account the features that characterize the electronic document flow of your organization. Many software development companies take into account the individual requirements of customers and make the necessary adjustments.

Step 6. Start implementing an EDMS in your organization by choosing one of two options:

Implement EDI by document type, when the processing of one type of document is first automated: orders and instructions, contracts and agreements.
Gradually implement the EDMS by department, when first jobs are automated in the office work service, then in personnel service, accounting and so on throughout the company.

Since in any option the processing of documents already begins, obtain certificates for the responsible executors authorized to sign documents.

The table shows what types of electronic digital signatures exist and when signing which documents they can be used.

Step 7 Create an electronic archive by converting previously created paper documents into electronic formats. In an electronic archive, documents can be stored both in the form of scans and in formats text editors. You can start creating an electronic archive as soon as management decides on the need to implement electronic document management.

Electronic files in the nomenclature of company files

Step 8 Integrate the EDMS with other automated accounting systems used in the company. Working in electronic document management systems, as a rule, implies the ability to exchange data with those accounting systems that have already implemented and now provide automated personnel, financial, and production accounting in the company.

Step 9 Conduct employee training and develop user manuals taking into account the specific features of specific workplaces.

Step 10 Ensure control over compliance with regulated procedures during the period of adaptation of performers to new working conditions. Appoint responsible employees in the departments who will provide prompt assistance to others and ensure that compliance established order application of EDS.

It should be understood that the implementation of EDMS, document flow in electronic formats- not an end in itself. This effective tool external interaction and not only with executive authorities and control and supervisory authorities. EDMS will provide a unified document flow with separate units and prompt exchange of documents with counterparties. Show initiative and your partners, suppliers and customers. This will help not only improve the quality and speed of exchange of information flows, but also reduce the payback time of the electronic document management system implemented at the enterprise.